The Importance of Clear and Concise Communication

Recently I was doing a training seminar on technical communication. I reviewed what I wanted to discuss and thought about what technical communicators needed to pay attention to. Of course, the reader was the first thing that came to mind. Then I dug deeper. I realized it was how clearly and concisely any document is written for the audience reading it.

How clearly and concisely a document is written affects the reader in many ways. Readers generally skim, scan, or read word-for-word. It depends on their needs. Skimming lets a reader get an overview of the document. Scanning a document lets a reader find exactly what they are looking for without having to read the whole document.

Mainly these two methods of looking at a document let the reader find data first, such as test results, cost, statistics, or any other organized data. Usually once a reader finds what they are looking for they read word-for-word. Reading word-for-word allows a reader to pick up any details they may have missed and to get a greater understanding of what they are reading.

Technical writers turn data into information for their readers.

When creating a technical document, the first thing technical writers receive is data. That data could be test results, program code, interviews, phenomenological research, statistics, quantitative research results, or any number of other types of data. It doesn’t matter if the data is correlated, raw, or analyzed. As writers, we need to make sure when we get data, that we shape it into information so that the reader can skim, scan, or read it word-for-word.

We shape the information by organizing and presenting the data to the reader so that they can gain knowledge. Once a reader has the knowledge they need, they can then make decisions to take the correct action needed. Even if the reader decides not to do anything, the action in that case is deciding to do nothing. For example, test results show that lead levels are acceptable to government standards. No further action for mitigation is required for the report reader. They can schedule the next test if necessary.

This all comes back to writing clearly and concisely. If the writing in a document is not clear and concise, the technical writer doesn’t fully understand what they are writing. In other words, they don’t understand the data, the process, or the procedure enough to write information clearly and concisely for the document’s audience. Unfortunately, the document fails for the reader if they cannot turn the information in the document to knowledge.

=============

Lu Kondor has worked as a technical writer for more than 20 years for major corporations. She has a Doctorate in Business Management and has worked in a large variety of organizations including entertainment, software, electric utility, manufacturing, oil and gas, chemical, and nuclear process industries. She is an adjunct lecturer in Advanced Technical Writing as well as Information Design for more than 14 years.

Try Technical Writing by Taking the Advanced Tech writing Course at CSUDH

IMG_0720 Do you like to write and would love to do it for a living? Try technical writing. No need to be a ‘techie’ or scientific guru. With practice, you can find out how technical writing is a great tool in a writers tool box.

Students who want to take the Advanced Technical Communication course so they can get right to creating portfolio pieces (before they take the Introduction course) are welcome to do that. The class is immersive. I teach the Advanced course and we focus on creating a portfolio of pieces (which is normally requested by potential clients and employers) and are a great way to learn how to write even if you want writing as your secret weapon in your job. We write a lot.

Some of the things I cover in the advanced class include presentations, reports, proposals, and step-by-step instructions. Check out my FAQ page for answers to the most asked questions I get in the course. The class is totally online and you will come away with several portfolio pieces. I’ve had students get jobs before they finish the program.

For more detailed info, check out California State University Dominguez Hills’ web site at:

http://www4.csudh.edu/ceie/Technical-Writing/

Welcome to the New Year and check out classes at CSUDH

It’s a new year everyone and I wanted to take the time to wish everyone an exciting and fresh start. I’d also like everyone to know that a new semester at California State University Dominguez Hills starts next week on 1/12/15 and I will be teaching classes for the College of Extended & International Education.

If you are looking to kick off the new year with adding new skill sets in your writing, getting a certificate or just a refresher and would like to learn online instead of driving to a University then check out the classes offered in the completely online certificate program in Technical Communication at CSUDH.

I teach the Advanced Technical Communications course and the Information Design course where we work on portfolio pieces providing the student with samples to present to potential employers as well as practical learning experience. I’ve had the privilege of having both international students from other countries such as Russia and Japan to local SoCal students so please take a moment to check out our program.

CSUDHLu Kondor has worked in engineering and technical writing at major visual motion picture and visual effects studios with more than 25 years experience in the entertainment industry. She is a member of the Academy of Television Arts & Sciences, Society for Technical Communication, the Society of Children’s Book Writers & Illustrators, and Delta Mu Delta International Honor Society in Business. Lu holds a doctorate in business management and has taught as adjunct faculty at CSUDH since 2007.